Details of Service
The ONMSD works to strategically lead and support nurses and midwives to deliver safe, high-quality, person-centred care. As part of our key function in supporting the Office of the Clinical Programme Implementation & Professional Development, Chief Clinical Officer, we work in partnership with the Department of Health Office of the Chief Nurse, and the Nursing and Midwifery Board of Ireland, and with nursing and midwifery services across all HSE structures.
The post holder will work collaboratively with the ONMSD Director, NMPDU & CNME teams and key stakeholders to support staff in enhancing and supporting practice development; education and training; governance, quality and standards; capacity building; and leadership for nurses and midwives.
The Staff Officer will be required to develop good working relationship with all key stakeholders locally and nationally in order to fulfil their remit.
Purpose of the Post The purpose of the post is to provide comprehensive administrative support to the ONMSD Director and team in the Corporate office
Principal Duties and Responsibilities
The Specific duties and responsibilities of the post are as follows:
Finance Function
• Responsibility for on-going monitoring of all practices, procedures, systems and operational policies relating to financial and budgetary matters to ensure compliance with statutory accountability and other requirements
• Review of expenditure and the continuous promotion of effective and effective use of financial resources
• Support the management of expenditure against allocated budget and resource management
• Maintenance of appropriate records associated with the finance function
• Review of procedures, internal controls and reporting systems in line with HSE policy
• Support the ONMSD Director and General Manager to provide HR reports
• Consulting with the Finance Department on matters affecting budgets and finance e.g. budget transfers and expenditure adjustments
• Costing new service developments and other ad-hoc costing exercises as required
• Participating in the development of the delivery plan for the Unit
Personnel Function
• Maintenance of all personnel record systems including sick leave, annual leave and special leave records, etc.
• Maintenance, collation and inputting of travel and subsistence claims for all relevant staff on a monthly basis
• Participation in the formulation of relevant personnel policies and procedures, ensuring that appropriate training and ongoing learning needs are met for all relevant staff.
• Participating in and, if necessary conducting negotiations with staff and staff representative groups in relation to all personnel matters
• Providing administrative support to the team.
Information Services Function
• The generation of reports as required by colleagues in the NMPDU/CNME and stakeholders e.g. HEI’s, ONMSD
• Supporting the preparation and issuing of office documentation and correspondence
• Maintenance of well-integrated information and control systems both computer and non-computer based
• Ensuring the efficient day to day administration of NMPDU office
• Ensuring the maintenance of effective communication with staff and stakeholders internally and externally
• Management of phone and email enquires in a timely manner.
Eligibility Criteria
Qualifications and/ or experience
(a) Eligible applicants will be those who on the closing date for the competition:
Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other
statutory health agencies, or a body which provides services on behalf of the HSE
under Section 38 of the Health Act 2004
Or
Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including
Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or
Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
Or
Hold a comparable and relevant third level qualification of at least level 6 on the
National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
Note1 :
Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
and
(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
Post Specific Requirements • Experience in advanced Microsoft Excel
• Experience in use of Multiple Financial applications and reporting systems
• Experience of working collaboratively with internal and external stakeholders
• Experience in regular monthly finance processing and finance reporting including; achievement of monthly and yearly deadlines
• Experience of finance data analysis/reconciliations and the preparation of finance reports within strict and tight timelines
Skills, competencies and/or knowledge
Professional Knowledge & Experience
Demonstrates:
• Knowledge and experience of Finance Processes in relation to Management and Financial Accounting i.e. processing of travel, invoices and accruals
• Knowledge of health services including knowledge of National Financial Regulations
• Have a proven track record of achievement.
• Excellent MS Office skills to include Word and Excel and a knowledge of web based systems
• Experience of dealing with multiple stakeholders
Communications & Interpersonal Skills
Demonstrate:
• Excellent communication and interpersonal skills in order to deal effectively with a wide range of stakeholders
• Strong communication, facilitation and influencing skills
• Effective verbal communication skills, delivering complex information clearly, concisely and confidently
• Excellent written communication skills including strong report writing
• Have demonstrated capacity to achieve results through stakeholder engagement
Operational Excellence – Planning and Organising and Delivering Results
Demonstrate:
• The ability to successfully manage a range of work activities concurrently, utilising computer technology effectively and assigning work to others as appropriate to meet strict deadlines
• The ability to proactively identify areas for improvement and to develop practical solutions for their implementation
• The ability to embrace change and adapt local work practices accordingly ensuring the team knows how to action changes
• The ability to use resources effectively, challenging processes to improve efficiencies where appropriate
• Flexibility, adaptability and openness to working effectively in a changing environment.
• Capability of working under pressure, meeting deadline and effectively handle multiple tasks.
• Having the personal resilience to deal with challenging and emotive situations.
• Experience of working in teams.
• Experience of supervising staff
Evaluating Information, Problem Solving & Decision Making
Demonstrate:
• Excellent analytical, problem solving and decision making skills
• Ability to evaluate complex information from a variety of sources, and make and communicate effective decisions.
• Demonstrate judgement and self-sufficiency in effective problem solving.
• Initiative in the resolution of complex issues
• Excellent problem solving skills and ability to priorities workload.
• Experience of managing and prioritising workload to meet tight deadlines/competing demands.
• Demonstrate evidence of effective planning and organising skills.
• Demonstrate strong judgement and decision making abilities.
• Demonstrate the ability to work on own initiative
Building and Maintaining Relationships including Teamwork & Leadership Skills
Demonstrate:
• The ability to build and maintain relationships with colleagues and other stakeholders and to achieve results through collaborative working
• The ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment
• The ability to lead the team by example, coaching and supporting individuals as required
• Flexibility, adaptability and openness to working effectively in a changing environment
Commitment to a Quality Service
Demonstrate:
• Evidence of practicing and promoting a strong focus on delivering high quality customer service for internal and external customers
• Commitment to developing own knowledge and expertise
• Evidence of setting high standards of performance for self and others, ensuring accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility
The reform programme outlined for the Health Services may impact on this role and as structures change the job description may be reviewed.
This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned
Tenure
The appointment is pensionable. Working Hours are to be confirmed at job offer stage.
Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.
Remuneration
€46,407 - €55,610
Working Week
HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).
Annual Leave
26 Days per annum
Should the role be of interest to you please apply into the role with your most up to date CV or contact [email protected].